Administrative Assistant

Organizational context

The United Nations Development Programme (UNDP) is the UN's global development network, operating in 170 countries. The Office of General Operations (OGO) at Headquarters in New York provides essential operational services, including global management of premises, assets, travel, and transactional business services. The Business Solutions team within OGO offers transactional support across various operational areas.

The Administrative Clerk ensures the delivery of essential registry and logistics services supporting UNDP Headquarters and Country Offices, under the guidance of the Asset Management Associate. This role is crucial for the timely and accurate distribution of pouch and mail, maintaining an effective registry system, and providing protocol-related services like ground pass encoding. The incumbent will also support asset management and core operational functions, contributing to the smooth functioning of the Business Solutions Team and OGO's overall service delivery.

The position requires full-time presence at the New York HQ office.

Support daily operational activities within the Business Solutions Team, ensuring high-quality, efficient, and compliant service delivery. Key areas include Pouch and Mail Operations, Protocol services, Logistics services, and supporting Asset Management ponsibilities also involve following up on deliverables from maintenance, messenger, and cleaning crews, managing archiving processes, and providing administrative support as requested by the Director of OGO. Additionally, the role includes encoding staff ground passes by reviewing documents, confirming details, and updating access, and performing other duties as necessary for the efficient functioning of the office.

Secondary education is required. A university degree (bachelor's) in a relevant field is desirable but not mandatory. No specific certifications are mentioned as required.

A minimum of 3 years of experience in an administrative capacity is required if possessing secondary education. No experience is required if holding a bachelor's degree. Proficiency in computer and office software packages (MS Word, Excel) and knowledge of web-based management systems like ERP are essential. Experience with SharePoint or other record management systems, and supporting operational/administrative processes, is desired.

Achieve Results, Think Innovatively, Learn Continuously, Adapt with Agility, Act with Determination, Engage and Partner, Enable Diversity and Inclusion, Document and Records Management, Knowledge Generation, Customer Satisfaction/Client Management, Business Acumen, Registry & Correspondence Management, Communication.

English